UCL RDA Individual Ebooks Cataloguing

Owned by Thomas Meehan
Last updated: Sept 19, 2023

Introduction

This is a guide to cataloguing individual ebooks using RDA on Alma at UCL. Standards for bulk cataloguing of ebooks are similar but the process is very different.

Most ebooks are essentially electronic copies of print books and should be catalogued as such. Ideally, a good print record should be used as a base record, and ebook details added to it. By preference use an existing good quality print record on Alma and copy it. See instructions at the end of this guide on how to replace an ebook record with an existing UCL print record. Alternatively, check the corresponding print record and ensure they match as far as is practical, especially for headings.

Ebooks typically come in packages. These reflect different suppliers, which are distinct from the original print publishers. Some suppliers will produce several collections depending on subject area. The package-specific data is generally held in a few fields (533 and 590) which can be set up in Alma templates.

General Procedure

There are four steps to cataloguing an ebook on Alma at UCL:

Edit the Record:

Check and edit the normal print book parts of the record (see the UCL RDA Monographs guidelines). Pay particular attention to name and subject headings. As far as possible the record should match any print records on Alma, and it is often easier to copy elements from the print record and paste them directly into the ebook record. Conversely it might sometimes be necessary to upgrade the print record at the same time.

It is not always possible to check all the details of an ebook record in the same way as a print record when the book is in front of you. You will need to make a judgement of the record based on its source, how complete it looks, and how it compares to the UCL print record. In general, trust the record if it seems to have come from a reputable source but you should be able to check the ebook directly by acessing it. Some particular notes about certain fields:

  • LDR. Same as for books. Position 18 will be set to "i" automatically.
  • 008. The details here should be for the print and match the 264, except that Position 23 will be set automatically to "s" for ‘Electronic’.
  • 020. Include all print ISBNs in separate 020 fields with appropriate $$a and $$q as well as relevant ebook ISBNs.  If there multiple ebook formats with their own ISBNs (e.g. PDF and HTML), include each ISBN and put the format in $$q. If there is only one ebook format, such as PDF, $$q ebook is fine, as is any equivalent already present in the record, such as $$q electronic book, especially if the format is unknown.
  • 245$$h. Delete any General Material Designation (GMD) if present, making sure the punctuation is correct once this is removed.
  • 264. The details here should be for the print and match the 008. Details for the ebook will be added in the 533.
  • 300. The details here should be for the print. This will be amended automatically. If the record has an ebook-style 300$$a, try if possible to make it a print-style one. This might need checking later.
  • 336-338. Keep any 336 fields. 337 and 338 fields will be replaced automatically.
  • 490/830. Series details should be for the print.
  • 5xx notes. Delete any existing 533, 530, or 590 fields, which will be replaced by a template. Retain any standard notes fields relevant to the print.
  • 856. This will have been supplied by UCL Acqusitions and E-Resources staff, so leave it as it is. There is normally no need to check it, although it is a useful link if you need to check any bibliographical details. If there are problems with it, email the E-Resources team. The indicators should always be 4 and 0. Note that the URL goes in subfield $$u.

Apply a Template:

Each package needs to have specific data added to the record from a prepared template (see Creating a Template). To apply a template in the Alma Metadata Editor, select Edit>Expand from Template then choose the appropriate template from the list.

This will insert the following data:

  • 533 field (Electronic Reproduction Note)
  • 590 field (Access Note)
  • 590 field (Collection Tags)

You might then need to edit data, such as date of cataloguing. If you are happy using brower bookmarklets, you can use the one described below to change the 533$$n to today's date.

Convert to Ebook Record:

Add more general ebook data to the record by using an Alma Normalization Rule. To do this in the Alma Metadata Editor, select Edit>Enhance the Record and choose the "Add Ebook Fields" Normalization Type from the list. This should do the following (although this might be changed over time):

  • Change LDR position 18 to "i"
  • Add 006 and 007 fields.
    • 006 position 00 is set to "m" indicate an electronic resource; position 9 is set to "d" to indicate a "Document". All other positions are set to "|" for "No attempt to code".
    • 007 position 00 is to "c" for an electronic resource; position 01 to "r" for "Remote" resource; position 2 is undefined ("#"); position 04 (dimensions) is set to "n" for "Not applicable". All other positions are set to "|" for "No attempt to code".
  • Change 008 position 23 to "s"
  • Change all 020$$z to 020$$a
  • Update or create the 040 field, so that:
    • $$a is UkLUC for a new record
    • $$b is eng
    • $$e is rda
    • $$c is UkLUC for a new record
    • $$d is UkLUC for an amended record
  • Convert 300, so that:
    • Pagination is prefixed by "1 online resource" with pagination in brackets
    • $$c is deleted
  • Retain existing 336 fields but create a new one specifying text if there isn't one
  • Replace 337 and 338 with those appropriate to ebooks, or create new ones, as follows:
    • 337__$$a computer $$b c $$c rdamedia
    • 338__$$a online resource $$b cr $$c rdacarrier
  • Add a skeleton 533 field if this there isn't already one. This will need further editing.
  • Add a skeleton 590 field for access if there isn't already one. This will need checking if it is not the standard UCL one.
  • Add a skeleton 590 field for the package or collection tag.
  • Add a skeleton 590 for the date of editing. Deprecated.
  • Delete various unwanted fields, currently the following, although the list can easily be added to:

Check and Save:

Perform a final quick check of the record, especially to make sure that none of the automatic edits from the Template and Normalization have done anything unexpected. Email t.meehan@ucl.ac.uk if they have done something obviously wrong.

Templates

Each package will need its own template. General instructions on creating and editing templates on Alma are on the Alma Cataloguing pages. Make any templates Shared so other cataloguers can re-use them if they're working on the same collection. Name Templates using the name of the tag for the collection, e.g. uclebkhart for Hart ebooks. This will keep templates organised and identified accurately. Elements given in <angle brackets> should be replaced by data relevent to the collection.

533 field (Electronic Reproduction Note)

This says that this record is in fact an ebook and gives details about the ebook's publisher.

533__$$aElectronic reproduction. $$b <Place of publication> : $$c <Publisher>, $$d<date of publication>. $$n Available in <format> format. $$n Description based on contents viewed <date of cataloguing>.

The $$b, $$c, and $$d record the ebook publisher or supplier, not the print publisher, although they may sometimes be the same. Take these from the publisher's website, which you can find by following the URL of the ebook itself. By preference, take details from the ebook page but use a general Contacts page or similar if necessary. There are often only sketchy details. It is unusual to find a specific ebook date of publication and it is not necessarily a good use of time to find one for each ebook anyway, so a general copyright date for the site is fine: precede such dates with a copyright symbol. Publication information for any package only needs to be checked infrequently.

The format in the first $$n specifies the file format of the ebook. Normally this is one of the following:

  • PDF
  • HTML
  • PDF and HTML

If the ebook can be read without downloading anything, then it is HTML. If it requires PDF software, such as Adobe, then it is PDF. Often, there is a choice of either. Other formats might be indicated. Formats are normally the same across a collection, so checking one or two in a collection is normally sufficient.

The date of cataloguing in the second $$n recognises that ebook data might go out of date (e.g. formats are added or electronic copyright dates change). The date should be given in a human readable format, e.g. 1 July 2020 or 18 August 2020. This can be set to a date using the template if a number of ebooks are to be catalogued on one day, or updated manually for each one. The bookmarklet described below might be useful.

590 field (Access Note)

This specifies what the reader will need to access the ebook. In the vast majority of cases, this will be:

590 \\$aUCL username and password required for access.

Use this unless another form of words is specified.

590 field (Collection Tags)

Tags are unique to a package or collection and enable us to identify, count, and delete collections. They all start "uclebk" and have a unique suffix, such as the following for the Hart collection.

590__$$a uclebkhart

These tags will either be supplied to you or you can consult the list on the local drive.

Appendices

Note on Portfolios

Besides a catalogue record, all titles on Alma need some kind of inventory. Ebooks have Portfolios instead of Holdings and Items. There is only one level of inventory for ebooks, so nothing like the grouping of several items attached to a holdings record. However, portfolios are grouped together in Collections, which typically map to packages of ebooks. Collections can be as small as one or run into hundreds of thousands. The link to collections is made in the Portfolio.

In the same way that items are normally created automatically when a book is ordered, a portfolio is normally created when an ebook is ordered. This includes the crucial information about the Collection. There is no need to create a portfolio except in exceptional circumstances (such as UCL Press and some open access publications). You very rarely need to edit a Portfolio and it rarely needs to be checked unless there is obviously a problem. You may, however, need to move a Portfolio if you are swapping a MARC record; the process is essentially the same as moving holdings and items, and is described below. For any specific questions about an individual portfolio, please contact the E-Resources team.

There shouldn't be more than one portfolio attached to a MARC record unless there are multiple volumes, and this is very rare. If an ebook is available in two collections, then there needs to be two MARC records with differing 533 and 590 fields, and their own portfolios. Print and electronic records should be kept strictly separate: there should never be a portfolio and a holdings record attached to the same record.

Replacing an Ebook Record with a UCL Print Record

It is often preferable to use a good quality UCL print book record and adapt it as an electronic record.

  • Open the original ebook record (A) in the Metadata Editor and copy the URL from the 865 field.
  • Find and open the the UCL Print record (B) matching the original ebook record (A).
  • Duplicate the UCL Print record (B) to create a third record which will be the final ebook record (C).
  • Paste the URL from the original ebook record (A) into the new ebook record (C).
  • Press F6 to split the screen. The new ebook record (C) should be on the left.
  • In the right-hand screen, open the original ebook record (A).
  • Select Tools > MARC Bibliographic > Merge Records & Combine Inventory.
  • Select "Keep only old value" merge routine and the "Delete" option.
  • This moves the portfolio from the original record (A) to the new record (C) and also deletes the unwanted bibliographic record (A).

Bookmarklet to Change 533$$n to Today's Date

You can use this bookmarklet to avoid having to either change a template every day you use it or to type the date out on each record. Install the bookmarklet by following the instructions here:

https://github.com/Orangeaurochs/Update-533n-Cataloguing-Date-on-Alma.

To use the bookmarklet:

  • Click on the 533 field in a record
  • Click on the bookmarklet on the bookmarks toolbar

To work, it requires a 533$$n starting with the text "Description based on contents viewed" with a full-stop at the end. It produces a date in the format 18 August 2020.

Bookmarklet to Change 590$$a sgl Tag to Today's Date

Tags with sglMMDD are no longer needed. Do not add new ones. Old sgl tags can be removed if you are editing records, but are harmless.

There is also a bookmarklet to update the coded date of cataloguing in a 590 subfield $$a in the Alma Metadata Editor.

Changes any instance of sgl followed by four characters to today's data in the format sglMMDD, e.g. "sgl0819". Install the bookmarklet by following the instructions here:

https://github.com/Orangeaurochs/Update-590a-Cataloguing-Date-on-Alma

To use the bookmarklet:

  • Click on the 590 field in a record
  • Click on the bookmarklet on the bookmarks toolbar

Bookmarklet to Add 590 Tags while Ordering

This bookmarklet is intended for acquisitions staff while ordering. It prompts for common name of a package (e.g. "askews") then adds the appropriate tag (e.g. "uclebkaskews") plus another tag for uncatalogued ("uncat") and a dated sgl tag, as in the "Change 590$$a sgl Tag to Today's Date" bookmarket. Install the bookmarklet by following the instructions here:

https://github.com/Orangeaurochs/Add-590a-Data-on-Alma/

To use the bookmarklet:

  • Click on the 590 field in a record. You will probably need to add one.
  • Click on the bookmarklet on the bookmarks toolbar

Note on Bookmarklets

What are bookmarklets?

Bookmarklets are just browser bookmarks, but instead of taking you to a web page, the URL runs a little bit of computer code on a web page.

How to use a bookmarklet

You just click on the bookmark on your bookmarks toolbar or wherever you have saved it.

How to install a bookmarklet

Create a new blank bookmark in your browser, give it a sensible name, and copy the long URL beginning with “javascript:” into the URL or Location box. Step-by-step instructions for Firefox and Chrome, both assuming you use a Bookmarks toolbar:

Installing a bookmarklet on Firefox

  • Copy the bookmarklet from an email or web page:
    • If it’s a link, then right-click on it and select “Copy Link Location”.
    • If it’s a long script starting “javascript:”, copy everything from “javascript:” to the end, which look be something like “})()”.
  • Right-click on the Bookmarks Toolbar
  • Select “New Bookmark”
  • Give the bookmark a sensible Name
  • In the “Location” box, paste the entire bookmarklet script, which should start with “javascript:” and end with “})()”
  • Click on “Add”. It is now ready to use
  • You can edit this at any time by right-clicking on the bookmark, then selecting “Properties”

Installing a bookmarklet on Chrome

  • Copy the bookmarklet from an email or web page:
    • If it’s a link, then right-click on it and select “Copy Link Address”.
    • If it’s a long script starting “javascript:”, copy everything from “javascript:” to the end, which look be something like “})()”.
  • Right-click on the Bookmarks Bar
  • Select “Add page”
  • Give the bookmark a sensible new Name (by default Chrome will use the current page you are on)
  • In the “URL” box, paste the entire bookmarklet script, which should start with “javascript:” and end with “})()”. (By default Chrome will use the current URL of the page you are on)
  • Click on “Save”. It is now read to use
  • You can edit this at any time by right-clicking on the bookmark, then selecting “Edit”